SOUTH EAST CORNERSTONE SCHOOL DIVISION #209
CONSTITUTION TEMPLATE
80A–18th Street Northeast, Weyburn, SK S4H 2W4
Telephone: (306) 848-0080 Fax: (306) 842-2335
www.cornerstonesd.ca
Don Rempel, Director of Education
Success and achievement for every student in every school.
Assiniboia Park Elementary School Community Council
1. Mission
Provide leadership in bringing school and community together to enhance the learning environment for Assiniboia Park Elementary School.
2. Guiding Principles
2.1. Representative – School Community Councils are an integral component of School Division governance. They strive through their membership and their actions to be representative of all students attending the school
2.2. Inclusive – School Community Councils recognize all members of the school community can make a difference in the learning success and well-being of children and youth. In their activities, School Community Councils engage in processes to ensure all voices in the school community are heard and all perspectives are taken into account.
2.3. Respectful – School Community Councils understand school communities are complex environments. Councils recognize the importance of both lay and professional perspectives within the community and strive to appreciate all viewpoints.
2.4. Trustworthy – School Community Councils conduct their affairs in an open and transparent manner. Councils honour the right to privacy of individuals and treat all information they are privy to with appropriate discretion and sensitivity.
2.5. Responsive – School Community Councils make every effort to respond to the needs and aspirations of the school community they represent. They regularly consult with students, parents/guardians, community members, the Board of Education, the school Principal, school staff and others. In addition to this, Councils respond to requests for guidance and direction, by the Board of Education, school Principal and other community agencies and organizations that support children and youth.
2.6. Effective – School Community Councils focus their attention and efforts on key matters that make a difference in student learning and well-being. Keeping in mind their understandings related to their own unique school communities, Councils align their work with provincial and School Division goals and initiatives related to student learning and well-being outcomes.
2.7. Committed – School Community Councils are committed to fulfilling their role as a vital link in school level governance. Councils evaluate their performance regularly, take advantage of opportunities to build their capacity and account to the public they represent and the Board of Education on their progress.
3. Members:
3.1. Representative Members
The School Community Council will have the following Representative Members:
· 9 parent/guardian and community members elected at the Annual meeting.
3.2. Other Appointed Members
The School Community Council will have the following Other Appointed Members:
§ The principal of each school will be appointed by the Board for a 2 year term.
§ A teacher from each school will be appointed by the Board for a 2 year term. The teacher will be selected by:
o Option 1, Appointed by the principal;
o Option 2, Selected by the staff;
o Option 3, A teacher may volunteer to fill one permanent member position;
o Option 4, A teacher may be appointed or volunteer to fill one permanent member position, with the provision of Alternate Teacher Representatives should the appointed teacher not be able to attend a School Community Council meeting.
§ Other Appointed Members may be appointed in by the Board in consultation with the School Community Council.
o Other Appointed members may represent particular groups of students or the community not otherwise represented on the SCC by the Representative Members.
o Other Appointed Members may include, but will not be restricted to:
o The Community School Coordinator
o A student from the Alternative School
o An advocate students with exceptional learning needs
o A Chamber of Commerce representative, or business person if community doesn’t have a COC
o Aboriginal representation in addition to First Nations representation
o A member of a visible minority
o A community organizations representative
o A representative from Town or RM Council
o A member of the clergy
o A Senior Citizen’s representative
o Someone from the Recreation Board
o A “community advocate” who is not a parent/guardian
o Service providers:
· Health
· Mental Health
· Community Resources
· Police
4. Officers
4.1. The following School Community Council Officers will be elected annually from among the Representative Members (Parent/guardian, Community, Student, and First Nations Members)
4.1.1. Chairperson:
4.1.2. Vice Chairperson (Chairperson elect):
4.1.3. Secretary
4.1.4. Treasurer
4.1.5. Committee Chairs
The roles and responsibilities of officers are defined in Appendix A
5. Committees
5.1. Committees may be established to fulfill a particular role or complete a project.
5.2. Establishment of a Committee will include:
5.2.1. The Committee Name
5.2.2. The mandate for the committee
5.2.3. The period of time during which the committee will operate
5.2.4. Inclusion of the Committee Chair as an Other Appointed Member
6. Meetings:
6.1. Annual Meeting
The Annual Meeting will be held in October of each year. During the Annual Meeting:
ü School Community Council members will be elected
ü Officers will be chosen
ü The School Community Council will provide an Annual Report
ü Conduct other business determined by the School Community Council
ü The School Community Council will provide a forum for dialogue with parents/guardians and the community
6.2. The School Community Council will meet 8 times per school year. Regular meetings will be scheduled at the call of the chairperson.
(APES Community Council shall meet at least 8 times each year and convene an Annual Meeting. The School Community council may meet at such other times at the call of the chair. )
6.3. Model of Governance
The School Community Council will conduct business using:
A Community Model
In this model members are elected to the School Community Council but regular meetings are open to the entire school community. Any member of the school community can participate in the meeting and be involved in the decision making process of matters brought before the SCC.
6.4. Voting
6.4.1. On matters requiring a formal vote, only Representative Members of the School Community Council may vote.
6.5. Quorum
6.5.1. A quorum of the School Community Council shall be a majority of the Representative Members.
7. Decision-Making
The School Community Council will use the following model as a preferred decision-making process.
Consensus Building Model
Consensus does not necessarily mean that all parties agree, but that all can live with a decision for the sake of the group’s ability to move forward. It requires that all Members listen to each other’s opinions and try to find solutions to problems and differences. Consensus will almost always involve compromise and can release a group to move beyond individual wants to determining and pursuing shared needs. After it appears there is consensus on the discussion or it comes to a stalemate, the chair will ask for a motion to be brought forward and a vote will be held.
8. Council Code of Conduct
8.1. The School Community Council will abide by the Code of Conduct attached in Appendix B
9. Public Consultation:
9.1. The School Community Council will consult with the school community through the following strategies
These will include but are not limited to: surveys, questionnaires, public meetings
9.2 Consultation with the Board will be made to a representative of the School Board by the Principal or Chairperson
10. Public Communication:
10.1. The School Community Council will communicate and encourage participation with the school community through the following strategies
10.1.1. Written communication – Information that requires no clarification or discussion may be shared through posters, web-sites, public notices, e-mail, newsletters, memos and information pamphlets;
10.1.2. Presentation – Complex information requiring explanation and discussion;
10.1.3. Media – Promotion of School Community Council events and celebration of success can reach a wide audience through community media outlets;
10.2. The School Community Council will communicate with the Board of Education through the following strategies
Include but not limited to, minutes of meetings, requests for attendance at meetings.
11. Conflict of Interest
11.1. A School Community Council Member may occasionally find him/herself in a conflict of interest position in terms of some issue under consideration by the SCC. When this happens, the Member should declare that s/he is in a conflict of interest situation and leave the room for the portion of the meeting, thus refraining from participating in the discussion. The Member should not vote on any decision made on the issue.
12. Complaints and Concerns Procedures
12.1. Complaints or Concern about an Individual Student or Staff member
Any matter concerning an individual student or staff member must be directed to the staff member or Principal. It is not the responsibility of the School Community Council to deal with concerns or complaints individuals other than to direct the concern to the appropriate individual.
12.2. Complaints or Concerns about School Community Council Initiatives or Activities
12.2.1. Informal Complaints or Concerns
Provided School Community Council Members are comfortable in their knowledge and feel at ease expressing themselves, concerns or questions about SCC initiatives or activities expressed informally to members of the School Community Council may be addressed immediately by the Member. If a Member is unsure of the appropriate response, s/he should say so but indicate that s/he will check and get back to the individual. If such a commitment is made the Member must follow through. After responding to the complaint or concern the Member should always ask if their response has been satisfactory. If the individual is not satisfied with the response, the Member should explain how the concern or complaint could be brought to the attention of the School Community Council in a formal fashion.
12.2.2. Formal Complaints and Concerns
Concerns or complaints can be brought to the attention of the School Community Council by addressing the concern in writing to the Chairperson or by requesting that the Chairperson provide the individual with an opportunity to meet with the School Community Council at an upcoming meeting. The School Community Council will provide a written response regarding how they have or will address the concern or complaint.
13. Conflict Resolution Process
The Conflict Resolution Process outlined in Appendix C will be used by the School Community Council to address both internal conflict, which may occur among individuals within the School Community council and external conflict that may occur between the School Community Council and individuals, groups or organizations outside of the SCC.
14. Committees
14.1. The School Community Council will act as the single decision making structure at the school level and will coordinate committees operating in support of the School Community Council and school program.
14.2. The following list of Committees will be established by the School Community Council:
14.2.1. A Volunteers
14.2.2. B Grounds
14.2.3. C Fundraising
14.2.4. D Hot Lunch, Treat Day
15. Evaluation of Council Operations
15.1. The School Community Council will evaluate their initiatives and operations focusing on Outcomes and Council Procedure:
15.1.1. Outcomes – The Role of School Community Councils provides a framework for evaluating Outcomes. The Council may use the following general roles as a guide for self assessment and inclusion in their annual report:
15.1.1.1. Understanding the School and Community;
15.1.1.2. Developing and Recommending a Learning improvement Plan in accordance with the Board of Education Strategic Plan and Continuous Improvement Framework;
15.1.1.3. Providing Advice and Approval;
15.1.1.4. Taking Action;
15.1.1.5. Communicating and Reporting
15.1.1.6. Developing Capacity
NOTE:
SHOULD LEGISLATION AND/OR THE REGULATIONS REQUIRE CHANGES, THE CONSTITUTION WILL BE AMENDED TO REFLECT THE NEW REQUIREMENTS AND BE IN COMPLIANCE WITH THE LEGISLATION
16. Amend the Constitution
16.1. The School Community Council Constitution is approved at two levels
16.1.1. The Board of Education
16.1.2. The School Community Council
16.2. The School Community Council may amend its constitution by
16.2.1. Approving the change within the School Community Council;
16.2.2. Sending suggestions for change in writing to the Director of Education;
16.2.3. Receiving written approval from the Board of Education. The Constitution or any amendment to the Constitution is not in effect until it is approved by the Board of Education.
Appendix A
Roles and Responsibilities for School Community Council Officers
The Chairperson will:
ü Conduct meetings of the School Community Council;
ü Ensure that all members have input to discussion and decisions;
ü Prepare meeting agendas in consultation with the Principal and other School Community Council Members;
ü Oversee operations of the School Community Council;
ü Act as a spokesperson for the School Community Council.
The Vice-Chairperson will:
ü Support the Chairperson in his/her duties, taking over when the Chairperson is unable to attend;
ü Perform responsibilities assigned by the chairperson.
ü Become the Chairperson the following year.
The Secretary will:
ü Take minutes at School Community Council meetings;
ü Receive and send correspondence on behalf of the School Community Council;
ü Take charge of official records of the Council;
ü Ensure that appropriate notice is given for all meetings of the School Community Council
The Treasurer will:
ü Manage the finances of the School Community Council using procedures outlined in the School Community Council Funds: Administrative Guide
Appendix B
School Community Council Code of Conduct
1. The School Community Council is not a forum for the discussion of individual school personnel, students, parents/guardians, or other individual members of the school community.
2. A Council Member who is approached by a parent/guardian with a concern relating to an individual is in a privileged position and must treat such a discussion with discretion, protecting the confidentiality of the people involved, and in accordance with the provisions of the Constitution.
2.1. Members of the School Community Council will not discuss or be given access to personal confidential information about or complaints about any pupil, family member or guardian of any pupil, teacher, administrator or other employee of or member of the Board of Education.
2.2. School Community Councils are governed by “The Local Authority Freedom of Information and Protection of privacy Act”